Document Overview
Documents are the central objects in centraQuest. They combine file content, metadata, permissions, lifecycle status, relations, comments, and audit information.
Users work with documents through lists, dashboards, profile tables, detail dialogs, and previews.
What a Document Contains
A document is not only a file. In centraQuest, a document usually consists of:
| Part | Purpose |
|---|---|
| File content | The uploaded or imported file, for example PDF, image, Office document, or e-mail attachment. |
| Metadata | Structured fields such as document type, client, supplier, date, amount, project, or status. |
| Lifecycle state | The current processing status, such as imported, in review, approved, archived, or error. |
| Permissions | Rules that determine who may see, edit, approve, export, or delete the document. |
| Relations | Links to related documents, attachments, e-mails, invoices, contracts, or business objects. |
| Comments and notes | User communication around the document. |
| Audit trail | Technical and business history of relevant actions. |
Where Users Encounter Documents
Documents can appear in different places depending on the module:
- dashboards,
- task inboxes,
- archive search results,
- invoice lists,
- contract overviews,
- profile tables,
- portal views,
- reports.
The same document may be visible from several entry points. The entry point changes the context, but the document permissions still apply.
Document Status
The status tells users what can happen next. A document in review may allow correction or approval. An archived document may be read-only. A document in error state may require support or reprocessing.
If an expected action is missing, check:
- the current status,
- the user's role,
- whether the document is assigned to the user,
- whether the document is read-only,
- whether a module-specific workflow is active.
Typical User Actions
Depending on permissions and module configuration, users may be able to:
- open the document,
- preview the file,
- edit metadata,
- add comments,
- upload attachments,
- create relations,
- approve or reject,
- export or download,
- share a link,
- view history.
Not every action is available for every document. The visible buttons and menus depend on role, document type, status, and configuration.